MEDICATION SAFETY PROGRAMME
GOVERNANCE GROUP
TERMS OF REFERENCE
BACKGROUND
Quality and safety are the cornerstones of a trusted, effective and efficient health and disability system. The Government established a separate Health Quality & Safety Commission (the Commission) to implement its aim of safer and improved health services across the health and disability sector (public and private) and better outcomes for all New Zealanders. The Commission was formally established as a Crown entity under the New Zealand Public Health and Disability Act 2000, in November 2010.
While the Commission has a role in leading the safety and quality agenda, improving quality and safety will require action and engagement at all levels. A good approach for achieving collective outcomes is by applying a clinically led quality improvement life cycle to identify best practice, and to complement this by innovative information technology (eMedicine solutions).
The Commission, as an independent and neutral entity, is committed to strengthening linkages and relationships with a range of broader health sector agencies. In particular, there is a need for strong collaboration between the Commission, the National Health Board (NHB) and the National Health Information Technology Board (NHIT Board) to ensure the Commission achieves service integration across all areas of the Medication Safety Programme.
In early 2011 agreement between the parties was reached to further integrate the governance and operational framework for the national Medication Safety Programme to better align the paper-based and e-medicines projects. This resulted in the formation of the Medication Safety Programme’s Governance Group, Steering Group and Expert Advisory Group.
1. ACCOUNTABILITY
1.1The national Medication Safety Programme Governance Group (the Governance Group) has been established in joint agreement between the Chairs of the participating agencies, as part of a two-tier governance and operational model to oversee all aspects of the Medication Safety Programme.
The Governance Group is accountable to the Commission and the NHB. The Commission and the NHB are accountable to the Crown.
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Medication Safety Programme – Governance Group
Final Terms of Reference29 June 2011
2. PURPOSE OF THE GOVERNANCE GROUP
2.1The role of the Governance Group is one of stewardship for the provision of leadership, guidance on strategic direction and oversight of the national medication safety activities. It provides authorisation for new activities and ensures collaboration, and where appropriate integration, across the work programmes of the entities represented on the Governance Group.
2.2In providing the strategic direction and design of priority actions to improve the safety and qualityof medicine management in New Zealand, the Governance Group must:
Ensure that the medication safety activities directed at health and disability service providers have the capacity to improve health outcomes
Ensure that reporting is appropriately monitored and aligns with agreed programme deliverables
Apply a broad definition of “safety and quality” that is focused on people-centred care, best practice, evidence, innovation; improving the quality, safety and experience of care; health and equity for all populations and gaining the best value from the resources available
Ensure the medication safety activities meet the commitments of the membership entities, and address the needs and priorities of all New Zealanders
Identify incentives for developing a shared learning environment in the health sector
Ensure the optimal delivery of funded medication safety programmes
2.3 The Governance Group key tasks:
To be active leaders in building collaboration and co-operation between the entities represented and to facilitate an integrated approach to local, regional, and national safe and quality use of medicines
Agree strategicpriorities for medication management system improvements to promote and protect the health of people and communities
- COMPOSITION OF THE GROUP
3.1The Governance Group will beChaired by the Commission, and its composition drawn from agencies actively involved in the health sector with a specific focus on medication safety and quality improvements. Membership will be at the invitation of the Chair of the Governance Group in consultation with the Chairs of the Commission and the NHB.
3.2The membership will include, where applicable, the Chairs (or their representatives) and the Chief Executives of :
Health Quality and Safety Commission
Ministry of Health
The National Health Board
The National Health Information Technology Board
PHARMAC
District Health Board New Zealand - Chief Executives’ Group
District Health Board New Zealand – Chairs’ Group
3.3With the approval of the Chair, the Governance Group will also invite the Chairs (or their representatives) of the Medication Safety Programme Steering Group (the Steering Group)[1] and the Chair of the Medication Safety Programme Expert Advisory Group (the MSEAG) to attend the meetings.
3.4The Governance Group will also have the power to co-opt external parties to attend meetings, on an as required basis, if there is a need for expert or specialist advice that cannot be met from within the existing membership. This process will require the prior approval of the Governance Group Chair.
3.5Membership of the Governance Group will be reviewed on the same cycle of rotation as is applicable to the Health Sector Forum.
4. REPORTING REQUIREMENTS
4.1The Governance Group is required to:
Report to the HQSC and the NHB at the conclusion of each meeting
Keep a record of all the Governance Group meetings, which outlines the matters discussed, and includes a clear and concise record of alldecisions made, action points agreed and / or recommendations made
5.MEETINGS
5.1 The timing and frequency of meetings will aim to ensure the most efficient use of members’ time. The timing and frequency of meetings can be changed by agreement among the Governance Group members
5.2 At any meeting, a quorum shall consist of fifty per cent of the members, plus one, in addition to the Chair. If a member is unable to attend, a fully briefed alternate representative may participate or apologies will be forwarded to the Secretariat for noting in the Minutes. Attendance / apologies are to be recorded in the Minutes. The alternate representative will be required to disclose their interests at the meeting.
5.3 All meetings of the Governance Group will be convened by the Chair (or nominee)
5.4 Items to be agreed at any meeting shall generally be determined by consensus. Where a consensus cannot be reached, a majority vote will apply. Any individual can absent him or herself from the group decision making process, subject to a residual quorum remaining after this process.
6. DUTIES AND RESPONSIBILITIES OF MEMBERS
6.1The Governance Group has an obligation to conduct its activities in an open and ethical manner.
6.2Members are expected to:
Have a commitment to work for the greater good of the health and disability sector with a strategic national focus
Attendmeetings and undertake activities as independent persons responsible to the group as a whole
Make every effort to attend all meetings and become familiar with medication quality and safety challenges, opportunities and the wider environment within which medication safety operates
Identify when they have a conflict of interest on a subject that will prevent them from reaching an impartial decision or undertaking an activity consistent with the group functions. They must declare that conflict of interest prior to a meeting and withdraw themselves from the discussion and decision-making processes
Members may question other members if they consider that there is a potential conflict of interest
7. ATTENDANCE FEES
7.1Members of the Governance Group who are staff of a New Zealand Public Sector Organisation including public service departments, state-owned enterprises, or crown entities are not permitted to claim costs to attend the Governance Group meetings.
7.2Claims for costs in attending meetings may be claimed by a member not included in the above groupings (clause 7.1). A process for agreeing fair and reasonable costs for meeting attendance shall be agreed by the Chair of the Governance Group.
8.THE SECRETARIAT
8.1 The Governance Group will have a secretariat provided by the Commission.
8.2 The responsibilities of the secretariat include preparing and distributing the agenda and associated papers at least five days prior to meetings; recording and circulating of minutes no later than a fortnight following the meeting; managing the organisational arrangements for meetings, including the provision of rooms and audio-visual equipment.
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Medication Safety Programme – Governance Group
Final Terms of Reference29 June 2011
[1]Reference to the Steering Group relates to the activities and Terms of Reference of the National eMedicines Interim Steering Group